REQUEST FOR QUOTATION PROJECT TITLE: REFERENCE NUMBER: ISSUED BY: DATE OF ISSUE: CONTACT DETAILS:
QUOTATION RETURN DATE:
Records management advice to support the Northwest Development Agency’s records management team Paul Boult 17th June 2009 Paul Boult Northwest Development Agency Renaissance House Centre Park Warrington Cheshire WA1 1QN Telephone Number – 01925 400455 Email Address – paul.boult@nwda.co.uk 13th July 2009
DOCUMENTATION REQUIRED:
We require 2 hard copies and an electronic version of your submission, emailed to paul.boult@nwda.co.uk
TERMS AND CONDITIONS OF CONTRACT
The Northwest Development Agency’s Standard Terms and Conditions of Contract for Goods/Services shall apply.
PROJECT DETAILS 1
EXECUTIVE SUMMARY
The NWDA wishes to appoint a company to provide records management advice to its records management team. 2.
AIMS AND OBJECTIVES
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The Agency’s Records Management Team (of two records managers) has, for the past two years, focussed on introducing an Electronic Document and Records Management System (OpenText eDocs) into the Agency, developing a corporate fileplan and producing a retention and disposal policy. Work over the coming year will include ensuring all of these are fully embedded into the Agency but will also see the team focussing for the first time on paper documents and records. Some of this activity is new to the team and, therefore, specialist records management input will be required in some or all of these areas over the coming year. The purpose of the role, therefore, is to provide: • strategic records management advice and guidance to the NWDA • technical expertise and guidance to the NWDA in specific areas including document retention and disposal and the development of fileplans and taxonomies. 3.
OUTPUTS
The following outputs will be used to asses the performance of the contractor: • Any guidance or work provided is delivered, where relevant, to the standards laid down by The National Archives/IS0 15489 • Each work request is completed to the timescale and cost specified in that request and resolves the issues/requirements raised in it. • Work is started on work requests within two weeks at the latest of them being raised by the NWDA unless an alternative start date is agreed between both parties • Days quoted to complete work requests are acceptable to the NWDA 4.
PROJECT MANAGEMENT
The contractor will be managed by the NWDA’s Records Management Team (part of the Information Management and Systems Department). The NWDA will put in place a draw-down arrangement of up to 25 days to be called upon as required. Each call for assistance will be submitted by the NWDA to the contractor in the form of a work request that will outline what is required and by when. The contractor will then be asked to quote the number of days required to carry out the work. The work will commence once both sides have approved the work request. Once the work request is completed to the satisfaction of the NWDA the contractor will be paid for that work. 8.
TIMESCALES
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The contract will be awarded as soon as possible. The contract will run from the award date until 31 March 2010. The NWDA will request no more than 25 days of work under the contract but may request less. The contractor will only be paid for days agreed by the NWDA and worked by the contractor. 9.
CRITERIA FOR ASSESSMENT
The criteria for assessing responses submitted in response to this request are: •
• •
Extensive experience of providing records management advice to corporate bodies (including in the public sector), including developing and advising on: o Records management strategies o corporate file plans and taxonomies o retention and disposal policies and procedures o policy and practice around EDRMSs o Information regulatory and best practice compliance. The NWDA require that the individuals who will be working on the NWDA work requests be identified in the response and evidence provided that they meet this criterion. (50%) Cost and value for money offered. (25%) Quality of service provision proposed. (25%)
CONTRACTOR RESPONSE 1.
FORMAT OF PROPOSAL Suppliers should include within their proposal; •
Details of how you propose to meet the aims and objectives outlined above, and include within your response details of any subcontractors to be used;
•
Demonstration of experience of providing similar services (A4 page summary of experience);
•
References of 3 contracts awarded within the last 2 years for services similar to those required by the Agency;
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2.
•
CVs of key personnel proposed to deliver the contract (one A4 page summary per person), demonstrating the relevant experience required for the provision of the service as outlined above;
•
Financial proposal (see below)
FINANCIAL PROPOSAL • • • •
Schedule of rates for personnel, hourly and daily (daily rate for an 8hr working day, Monday to Friday) and for each grade of personnel; All travel and subsistence costs will be charged according to the Agency’s Travel Policy (see below); Other costs (to be specified); All costs should be quoted exclusive of VAT.
Expenses Business Mileage: Business mileage will be reimbursed at a rate of £0.40 per mile. Business mileage will only be paid from the Contractor’s nearest office to the Agency’s Head Office or place of arranged meeting, and must be agreed in advance. Accommodation: Any requirement for accommodation must be agreed with the Agency prior to occurrence, otherwise the Agency reserves the right not to reimburse the Contractor. Accommodation will be reimbursed by the Agency upon production of an authenticated VAT receipt. Accommodation costs must be kept to a minimum through the use of budget hotels (eg travel lodges), where available. Accommodation will be on a bed and breakfast basis and will be refunded up to a maximum of £70 per night. Meals Lunch will not be provided by the Agency or reimbursed to the Contractor. When residing in a hotel the cost of a reasonable breakfast (if not booked on a bed and breakfast basis) and/or evening meal taken in the hotel will be met. Costs including light meals and beverages will be reimbursed, up to a maximum of £18 per day whether the meals are purchased at the hotel or out of the hotel. Reimbursement is subject to provision of supporting receipts. No other expenses will be reimbursed.
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The Contractor shall be responsible for making its own travel and accommodation arrangements.
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